Information & Resources

VOLUNTEER MANAGEMENT TOOLS

'Tools for volunteer managers & volunteers'

inVOLve - volunteer management e-learning resource

Hermes - A Volunteer Management Database

CHECKLIST FOR VOLUNTEERS WORKING IN COMMUNITY GROUPS
RIGHTS AND RESPONSIBILITIES
CODE OF PRACTICE
UNIVERSAL DECLARATION
DEFINITION AND PRINCIPLES OF VOLUNTEERING
CODE OF ETHICS
STANDARDS FOR INVOLVING VOLUNTEERS
VOLUNTEER MANAGEMENT ESSENTIALS TOOL KIT
WORKING WITH VOLUNTEERS ARTICLES
WORKING WITH VOLUNTEERS TIP SHEETS
Volunteer Co-operative Action Plan Policy/Procedure (Form)

inVOLve

inVOLve is a free e-learning resource for developing and managing effective volunteer programs.

In one hour you can learn the principles and tools to engage, manage and retain volunteers for your community organisation or group. Go to inVOLve e-learning resource

CHECK LIST FOR VOLUNTEERS REFERRED BY VQ TO ITS MEMBER ORGANISATIONS

Below is a list of things to consider when looking for a volunteer position. You can use this checklist as a guide to ask questions of the organisation when you go for your first interview. If you need any further assistance call Volunteering Queensland (VQ) on 07 3002 7600.

  • Does the organisation have VOLUNTEER PERSONAL ACCIDENT and PUBLIC LIABILITY INSURANCE to cover you for the volunteer work you will be doing? Are there any exclusions such as age limits or the type of voluntary work undertaken? (refer to insurance information sheet)
  • Is the organisation you wish to volunteer with a community based or not-for-profit organisation or community project (i.e. not a private business or company)? You can be assured that organisations VQ may refer you to fall into this category.
  • Does the purpose of the organisation match your own values and beliefs?
  • Does the organisation offer the sort of work that interests you and can you maintain or develop your skills?
  • Does the organisation have written volunteer policies explaining your rights and responsibilities and what you can expect from the organisation? Is it available for you to read?
  • Does the organisation have written procedures that reflect VQ Code of Practice for Voluntary Organisations involving volunteers?
  • Is there a written job description for the volunteer position you want and does it explain what you will be doing? VQ will provide you with a job description for any referral we make.
  • Is the organisation willing to provide you with written information about itself? VQ will normally provide you with such information.
  • Does the organisation have a manager of volunteers or a contact person whose job is to support and supervise the volunteers?
  • Will you receive adequate training and orientation to perform your job?
  • Will the organisation provide you with a written reference if you need one?
  • Will you be reimbursed for money spent on behalf of the organisation?

Please remember that the following conditions were agreed to by you at the time of referral to a member organisation:

  1. You affirm that your interest in volunteering is based on personal choice and is undertaken freely without the expectation of monetary reward.
  2. You are aware that:
    • listed member organisations of VQ are independent entities responsible for their own actions and not agents of VQ;
    • VQ is not responsible for the operations or conduct of listed organisations and volunteers referred to listed organisations;
    • the information provided by VQ is limited to that provided to it by member organisations without being checked or tested.
  3. You consent to allow VQ to forward the personal details provided by you to a member organisation for the sole purpose of obtaining a volunteer position with the member organisation and to use the data for subsequent follow-up for research and statistical analysis. (A copy of VQ’s Privacy Policy is available on request or at www.volqld.org.au)
  4. You acknowledge that any volunteer position chosen by you will be the result of agreement reached between you and a member organisation of VQ.
  5. You accept responsibility to check the currency of the organisation’s insurance cover before starting volunteer work (refer to insurance information sheet). Note that at the time of membership approval the organisation certified that it had Public Liability and Personal Accident insurance cover for volunteers.

ORGANISATIONAL RIGHTS AND RESPONSIBILITIES

Volunteers are a vital resources in any community organisation. Volunteering is about freedom of choice to work without monetary reward. However, volunteers can expect other rewards such as recognition for work that they do. The volunteer contracts to perform a specific job with certain responsibilities and in return, is entitled to certain rights. Both the volunteer and the organisation have obligations to each other.

Organisational Rights:

The right to...

  • receive as much effort and service from an unpaid worker as a paid one, even on a short term basis
  • expect conscientious acceptance of responsibilities as to promptness, reliability and good performance
  • expect enthusiasm and belief in the work the organisation is doing
  • express opinions about poor volunteer effort in a diplomatic way and suggest a change to another to another job
  • make a decision as to where the volunteer would best fit
  • expect from the volunteer clear and open communication at all times
  • expect loyalty to the agency and only constructive criticism
  • expect from volunteers given leadership responsibilities, an effective work productivity
  • release an unsuitable volunteer

Organisational Responsibilities:

To...

  • plan the volunteer program before recruiting volunteers
  • recruit, interview and select the right volunteer for the right job
  • provide written job descriptions and procedures for volunteer jobs
  • orientate volunteers by providing information about the organisations purpose structure, programs, policies and procedures
  • provide initial training and ongoing training where necessary
  • include volunteers in decision making where decisions affect volunteers work
  • keep records of volunteers goals, training and feed back support sessions
  • communicate clear expectations and provide the appropriate support and supervision for volunteers
  • formally and informally recognise volunteers efforts in the organisation
  • continually evaluate the efficiency and effectiveness of volunteers in the organisation

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VOLUNTEER RIGHTS AND RESPONSIBILITIES

As a volunteer you have the right to:

  • be interviewed and employed as a volunteer in accordance with equal opportunity and anti-discrimination legislation
  • information about the organisation for which you are volunteering
  • a clearly written job description
  • know to whom you are accountable
  • be recognised as a valued team member
  • be supported and supervised in your role
  • a healthy and safe working environment
  • be protected by appropriate insurance (refer to insurance info sheet)
  • say no if you feel you are being exploited
  • be reimbursed for approved out-of-pocket expenses
  • be advised of the organisation’s travel reimbursement policy
  • be informed and consulted on matters which directly or indirectly affect you and your work
  • be made aware of the grievance procedure within the organisation
  • orientation and training to do your volunteer work
  • information about the organisation’s policies and procedures that affect your work
  • have your confidential and personal information dealt with in accordance with the Privacy Act

As a volunteer you need to:

  • be reliable
  • respect confidentiality
  • carry out the specified tasks defined in the job description
  • be accountable
  • be committed to the organisation
  • undertake training as requested
  • ask for support when you need it
  • give notice before you leave the organisation
  • value and support other team members
  • carry out the work you have agreed to do responsibly and ethically
  • notify the organisation as soon as possible of absences
  • adhere to the organisation’s policies and procedures

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VQ'S CODE OF PRACTICE FOR ITS MEMBER ORGANISATIONS INVOLVING VOLUNTEERS

This code has been endorsed by Volunteering Australia Inc.
In order to enhance the volunteers' experience, and comply with legislation and duty of care, a voluntary organization who is a member of VQ agrees to:

  • acknowledge the rights and contributions of volunteer staff;
  • interview and engage volunteer staff in accordance with anti-discrimination and equal opportunity legislation;
  • provide volunteer staff with orientation and training;
  • provide volunteer staff with a healthy and safe workplace;
  • not place volunteer staff in roles that were previously held by paid staff or have been identified as paid jobs;
  • differentiate between paid and unpaid roles;
  • define volunteer roles and develop clear job descriptions;
  • provide appropriate levels of support and management for volunteer staff;
  • provide volunteers with a copy of policies pertaining to volunteer staff;
  • ensure volunteers are not required to take up additional work during industrial dispute or paid staff shortage;
  • provide all staff with information on grievance and disciplinary policies and procedures;
  • not ask a volunteer to work in a voluntary capacity for more than 16 hours per week;
  • ensure that the work of volunteer staff complements but does not undermine the work of paid staff;
  • offer volunteer staff the opportunity for professional development;
  • reimburse volunteer staff for approved out of pocket expenses incurred on behalf of the organisation;
  • treat volunteer staff as valuable team members, and advise them of the opportunities to participate in workplace decisions;
  • ensure that all voluntary work is undertaken on a voluntary basis and without coercion;
  • offer volunteers work opportunities appropriate to their skills, experience and aspirations;
  • maintain written policies and implement procedures to ensure the safety and well-being of volunteers, including maintaining appropriate current Personal Accident and Public Liability insurance policies for volunteer workers;
  • maintain policies and implement procedures in compliance with all legislation pertaining to volunteer workers. In particular, the Workplace Health and Safety Act 1995, Anti-Discrimination Act 1991, Privacy Amendment (Private Sector) Act 2000, and any other legislation that is relevant to volunteer workers. Refer to VQ's web-site at www.volqld.org.au;
  • ensure the tasks and activities undertaken by volunteers benefit the community and that volunteers do not derive financial gain for themselves

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UNIVERSAL DECLARATION ON VOLUNTEERING

Volunteering is a fundamental building block of civil society. It brings to life the noblest aspirations of humankind – the pursuit of peace, freedom, opportunity, safety, and justice for all people. In this era of globalization and continuous change, the world is becoming smaller, more interdependent, and more complex. Volunteering – either through individual or group action – is a way in which:

  • human values of community, caring, and serving can be sustained and strengthened;
  • individuals can exercise their rights and responsibilities as members of communities, while learning and growing throughout their lives, realizing their full human potential; and,
  • connections can be made across differences that push us apart so that we can live together in healthy, sustainable communities, working together to provide innovative solutions to our shared challenges and to shape our collective destinies.
  At the dawn of the new millennium, volunteering is an essential element of all societies. It turns into practical, effective action the declaration of the United Nations that "We, the Peoples" have the power to change the world.   This Declaration supports the right of every woman, man and child to associate freely and to volunteer regardless of their cultural and ethnic origin, religion, age, gender, and physical, social or economic condition. All people in the world should have the right to freely offer their time, talent, and energy to others and to their communities through individual and collective action, without expectation of financial reward.   We seek the development of volunteering that:
  • elicits the involvement of the entire community in identifying and addressing its problems;
  • encourages and enables youth to make leadership through service a continuing part of their lives;
  • provides a voice for those who cannot speak for themselves;
  • enables others to participate as volunteers;
  • complements but does not substitute for responsible action by other sectors and the efforts of paid workers;
  • enables people to acquire new knowledge and skills and to fully develop their personal potential, self-reliance and creativity;
  • promotes family, community, national and global solidarity.
  We believe that volunteers and the organizations and communities that they serve have a shared responsibility to:
  • create environments in which volunteers have meaningful work that helps to achieve agreed upon results;
  • define the criteria for volunteer participation, including the conditions under which the organization and the volunteer may end their commitment, and develop policies to guide volunteer activity;
  • provide appropriate protections against risks for volunteers and those they serve:
  • provide volunteers with appropriate training, regular evaluation, and recognition;
  • ensure access for all by removing physical, economic, social, and cultural barriers to their participation.
  Taking into account basic human rights as expressed in the United Nations Declaration on Human Rights, the principles of volunteering and the responsibilities of volunteers and the organizations in which they are involved, we call on:   All volunteers to proclaim their belief in volunteer action as a creative and mediating force that:
  • builds healthy, sustainable communities that respect the dignity of all people;
  • empowers people to exercise their rights as human beings and, thus, to improve their lives;
  • helps solve social, cultural, economic and environmental problems; and,
  • builds a more humane and just society through worldwide cooperation.
  The leaders of:
  • all sectors to join together to create strong, visible, and effective local and national "volunteer centers" as the primary leadership organizations for volunteering;
  • government to ensure the rights of all people to volunteer, to remove any legal barriers to participation, to engage volunteers in its work, and to provide resources to NGOs to promote and support the effective mobilization and management of volunteers;
  • business to encourage and facilitate the involvement of its workers in the community as volunteers and to commit human and financial resources to develop the infrastructure needed to support volunteering;
  • the media to tell the stories of volunteers and to provide information that encourages and assists people to volunteer;
  • education to encourage and assist people of all ages to volunteer, creating opportunities for them to reflect on and learn from their service;
  • religion to affirm volunteering as an appropriate response to the spiritual call to all people to serve;
  • NGOs to create organizational environments that are friendly to volunteers and to commit the human and financial resources that are required to effectively engage volunteers.
  The United Nations to:
  • declare this to be the "Decade of Volunteers and Civil Society" in recognition of the need to strengthen the institutions of free societies; and,
  • recognize the "red V" as the universal symbol for volunteering.

IAVE challenges volunteers and leaders of all sectors throughout the world to unite as partners to promote and support effective volunteering, accessible to all, as a symbol of solidarity among all peoples and nations. IAVE invites the global volunteer community to study, discuss, endorse and bring into being this Universal Declaration on Volunteering.

Adopted by the international board of directors of IAVE – The International Association for Volunteer Effort at its 16th World Volunteer Conference, Amsterdam, The Netherlands, January 2001, the International Year of Volunteers.

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DEFINITION AND PRINCIPLES OF VOLUNTEERING

Definition of Formal Volunteering

Formal volunteering is an activity, which takes place in not-for-profit organisations or projects and is undertaken:

  • to be of benefit to the community and the volunteer;
  • of the volunteer's own free will and without coercion;
  • for no financial payment; and,
  • in designated volunteer position only.

Principles of Volunteering

  • Volunteering benefits the community and the volunteer.
  • Volunteer work is undertaken without monetary reward.
  • Volunteering is always a matter of choice.
  • Volunteering is not compulsorily undertaken to receive pensions or government allowances.
  • Volunteering is a legitimate way in which citizens can participate in the activities of their community.
  • Volunteering is a vehicle for individuals or groups to address human, environment and social needs.
  • Volunteering is an activity performed in the not-for-profit sector only.
  • Volunteering is not a substitute for paid work.
  • Volunteers do not replace paid workers and do not constitute a threat to the job security of paid workers.
  • Volunteering respects the rights, dignity and culture of others.
  • Volunteering promotes human rights and equity.

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CODE OF ETHICS FOR MANAGERS OF VOLUNTEERS:

A Manager of Volunteers will:

  • agree to the definition of volunteering.
  • uphold and work to the 'Principles of Volunteering'.
  • promote best practice volunteer management in their organisation.
  • ensure that their organisation has a written policy on volunteer involvement
  • ensure that the volunteer policy is implemented and adhered to.
  • ensure that the rights of volunteer staff are protected.
  • value the worth and work of volunteers in positive and tangible ways.
  • promote the broader volunteer movement.
  • not replace paid with volunteer staff.
  • not deploy volunteer staff in under resourced program areas.
  • not deploy volunteer staff in positions vacated through industrial dispute.
  • work in a manner that demonstrates that all staff are valued equally.
  • observe duty of care.
  • value and respect the role of manager of volunteers.
  • work to enhance and develop the role of managers of volunteers.
  • work to ensure that volunteer services are adequately resourced.
  • practice and observe high standards of confidentiality.

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